Administrative Coordinator

Texas Health & Human Services Commission•Rusk, TX

7d•$3,410 - $4,837•Onsite

About The Position

The Administrative Coordinator (Administrative Assistant IV) performs complex, high-level planning and coordination for the Nursing Services area within the Health and Specialty Care System. The position controls assignments and correspondence, including executive-level correspondence; establishes processes for administrative functions; prepares and submits reports; assists with budget monitoring and oversight of requisitions; manages office procedures, including travel arrangements and processing; and coordinates purchasing, inventory management, and office space management. The role provides administrative support with limited supervision, including preparing correspondence and reports, arranging and processing staff travel, scheduling and preparing for meetings, developing documents and communications with office software, and managing incoming email and deadlines. It tracks projects, assignments, reports, and deliverables; coordinates responses; and prepares purchase-card reports when assigned as a cardholder. The position responds to inquiries, interprets policies and procedures, routes sensitive matters to the Director, and serves as a lead by guiding staff who perform clerical or administrative work. The Coordinator proofreads and edits documents, compiles research and data, maintains confidential records and filing systems, and coordinates supply inventory and purchasing requests within policy and budget limits. Other duties may include supporting disaster response, recovery, or Continuity of Operations activation, which may require an alternate shift pattern or location. The position is full-time, on-site at Rusk State Hospital, and is not eligible for telework. Travel is up to 5%.

Requirements

Three years of experience in management-level administrative support work.
Three years of experience using Microsoft Office products.
Three years of experience preparing and maintaining records, files, and reports.
Knowledge of HHSC policies and the functions and operations of governmental or other large organizations.
Knowledge of modern office practices and procedures.
Skill interpreting policies and procedures.
Skill using computers and programs such as Microsoft Office.
Professional written and verbal communication skills.
Ability to organize, track, and develop written and electronic documents effectively.
Ability to build and maintain effective working relationships.
Planning and organizational skills.
Ability to gather, assemble, correlate, and analyze facts.
Ability to work with complex ideas and competing priorities, maintain attention to detail, devise solutions, and protect confidential information.
Ability to set up and maintain complex filing systems and complete multiple tasks within tight deadlines.
Ability to deal effectively and courteously with staff and the public by telephone, email, and in person.
Ability to work independently within the expectations and responsibilities of the role.
Ability to process information and develop concise reports, charts, and documents.
Pass required fingerprint criminal background, pre-employment drug, and registry checks; comply with applicable HHSC immunization requirements.
Applicants must be at least 18 years old for employment at a state-operated facility.
Males ages 18–25 must be registered with the Selective Service.
Flexibility in work hours may be required, including overtime and/or extended hours.

Nice To Haves

Three years of customer service experience preferred.
Associate’s degree preferred.

Responsibilities

Prepare correspondence, reports, and documents with limited supervision.
Arrange staff travel, review travel documentation, process and track travel vouchers, monitor expenditures, and prepare monthly reports.
Schedule meetings, conferences, and conference calls; notify participants; help prepare agendas and materials; take notes when needed; track follow-up tasks; and arrange related travel when necessary.
Create documents and communications, including charts, graphs, and tables, using Microsoft Office and other installed software.
Analyze, prioritize, and distribute incoming email, identify pending assignments, and help ensure deadlines are met.
Track assignments, special projects, reports, and deliverables in applicable systems; distribute assignments to appropriate staff on the day received; follow up on deadlines; and coordinate and edit responses.
Prepare assignment reports, including reports on HHSC Pro Card and Centralized Billing Account Card purchases when assigned as a cardholder, in compliance with budget and reporting requirements.
Respond to or facilitate responses to inquiries about administrative rules, regulations, policies, and procedures; answer calls courteously, interpret procedures or refer inquiries, and provide program information.
Alert the Director to sensitive inquiries; document and distribute calls and messages; make inquiry calls for the supervisor; screen calls; and set up conference calls.
Provide guidance to area staff performing clerical or administrative work.
Proofread, prepare, and edit assignments, reports, and other documents for grammar, format, responsiveness, clarity, and brevity; compile and edit research and create graphs and charts when required.
Develop, coordinate, and maintain filing and record-keeping systems, retrieve information, and protect confidential information.
Establish administrative processes for supply inventory and purchasing requests in accordance with policy, best practices, and budget limits; maintain accessible physical and electronic files and disseminate them as requested.
Maintain records as required by the Texas State Library.
Support agency disaster response, recovery, or Continuity of Operations activities when assigned; this may require an alternate shift or location.
Perform other duties as assigned.